Pre-Bid Meetings for Goods and… — U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1)/E-252719

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Pre-Bid Meetings for Goods and… — U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1)/E-252719 | ESIC circular · Complied AI

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What changed

All ESIC medical institutions and offices must include pre-bid meetings for all procurement tenders uploaded on the GeM Portal to ensure transparency and inclusivity. The head of the institution or the second senior officer must chair the pre-bid meeting. When the estimated cost exceeds three crores, the head of the institution or the Divisional Head must chair the meeting. The meeting must occur in a hybrid mode, and staff must record the session and preserve the files. Institutions must examine all suggestions or objections with due diligence. All institutions must submit a monthly report by email by the seventh day of the following month.

What you must do

Include the scope of a pre-bid meeting whenever the RFP is uploaded on the GeM Portal and inform all prospective bidders.
Chair the pre-bid meeting by the institutional head or the second senior most officer, or by the head of the institution and Divisional Head when the bid cost exceeds three crores.
Examine suggestions and objections received in the pre-bid meeting with due diligence to broad-base participation.
Conduct the pre-bid meeting on hybrid mode, record the meeting, and keep records in the file.
Submit a monthly report via email at pc-hqrs@esic.gov.in by the 7th of the following month.

Key dates

Document issuance date: 27 Aug 2025

Who is affected

All Deans of ESI PGIMSRs and Medical and Dental Colleges, All Medical Superintendents of ESIC Hospitals, and Director (Medical) Delhi and Director (Medical) Noida must comply with the pre-bid instructions.

Thresholds

When the estimated cost of the entire bid is more than Rs. 3 crores, the pre-bid meeting must be chaired by the head of the institution and by Divisional Head in case of Hqrs. Office.

Ask about this circular

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Document text

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Official source

U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1)/E-252719

27-08-2025

All Deans - ESI PGIMSRs/Medical and Dental Colleges
All Medical Superintendents - ESIC Hospitals
Director (Medical) Delhi/Director (Medical) Noida

Subject: Pre-bid meetings regarding tendering process of all kinds of procurement of goods and services-reg

With reference to subject cited above, please find enclosed herewith a Note from IC (P&A/MSU) Z-11/12/1/Misc.Matter/2024-MSU-Pt(5) dt 11.08.2025 wherein it has been informed that

The entire bidding/tendering process should be very transparent and should provide more inclusivity. Level playing field must be provided to all the prospective bidders.
Whenever, the RFP is uploaded on the GeM Portal, the scope of pre-bid meeting must be there and all prospective bidders should be informed about the same.
The pre-bid meeting must be chaired preferably by institutional heads (Deans/MSs) of all user institutions. If in case, the concerned senior officer is not available, then the second senior most, should chair meeting invariably. However, when the estimated cost of the entire bid is more than Rs. 3 crores, then the pre-bid meeting should be chaired by the head of the institution and by Divisional Head in case of Hqrs. Office.
The suggestions/objections received in the said pre-bid meeting must be examined with due diligence and all efforts must be taken to be inclusive about such suggestions/objections, with objective to broad-base the participation.
The pre-bid meeting should be on hybrid mode and should be recorded; and records to be kept in file.

Therefore, all ESI PGIMSRs/Medical and Dental Colleges/ESIC Hospitals/Director (Medical) Delhi/Director (Medical) Noida are directed to comply with the aforesaid instruction in letter and spirit.

Additionally, a monthly report in the following format must be submitted by all ESI institutions via email at pc-hqrs@esic.gov.in by 7th of the following month:

Report for the month of ........ Name of ESI institution.............

S.No	No of RFP/bids floated	Pre-bid meetings held	Attended by Head of Office or not	No. of suggestions or objections received/No of suggestions or objections accepted or replied

This issues with the approval of the Competent Authority.

Yours sincerely,

Digitally signed by Sanjiv Kochhar Date: 28-08-2025 10:05:15 Dy. Medical Commissioner (PC)

Copy to:

All ESIC Zonal Medical Commissioners (North Zone, South Zone, West Zone, East Zone & North East Zone).
WCM, Hqrs with request for uploading on ESIC website

Pre-Bid Meetings for Goods and Services Procurement Tenders

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Pre-Bid Meetings for Goods and Services Procurement Tenders

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